Design a Microsoft Flow in Visio

Exporting a Visio diagram to Microsoft Flow is only available on the Visio desktop app in English with Visio Online Plan 2. The feature is available on Office Insiders or the Monthly Channel (Targeted) with Build 11231 and later. You must also have a free or premium plan with Microsoft Flow or a qualifying Office 365 subscription that includes Microsoft Flow.

Visio and Microsoft Flow now work together to help you get things done faster and simpler. Create a BPMN diagram in Visio and export to Microsoft Flow to automate workflows between your favorite apps and services. For example, you can create a workflow to get notifications when someone submits a form on your website, or collect and organize data for you when someone follows you on Twitter.

Notes: 

  • Not sure what version of Visio you're using? Select File > Account > About Visio to see what plan you have.

  • If you're an Office 365 subscriber, make sure you have the latest version of Office. If you're an IT professional managing the Office 365 update process, check out the channel releases page to learn which updates are provided in each channel.

Design the workflow for Microsoft Flow

  1. Open the Visio desktop app and do either of the following:

    • Select a BPMN diagram that fits your needs by going to New > Templates > Flowchart. Under the Flowchart category, select Basic Flow Diagram and choose the template you want to work with.

      Select Basic Flow Diagram from the Flowchart category of Templates.

      Under Templates, select Basic Flow Diagram.

    • Create a blank drawing and add the BPMN stencil by selecting More Shapes > Flowchart > BPMN Basic Shapes.

      Add BPMN Basic Shapes to your shapes.

  2. Modify or design the diagram of your Microsoft Flow workflow using the BPMN basic shapes.

Prepare to export

  1. When you're done designing your workflow, select the Process tab and select Prepare to Export. The Prepare to Export pane will open to the Flow Mappings tab.

    Select Prepare to Export from the Ribbon under the Process tab.

  2. Select the trigger. This is the event that starts your workflow. For example, a purchase request was created.

  3. Under the Map conditions, select either If yes or If no for each gateway connector to create the logic for your workflow. For example, after the request was created, check if it has all the information completed.

  4. Map the shapes to their connectors in Microsoft Flow. To do this, follow the steps below for each shape in your diagram:

    • Select a BPMN shape in your diagram. This opens the Triggers and Actions tab of the Prepare to Export pane.

    • Search for and select the trigger or action appropriate for that shape. For example, once the budget is approved, set the status as Accepted.

    • Once a trigger or action has been applied, you'll see the icon of the connector above the shape.

  5. Select Flow Mapping to go back to the Flow Mapping tab and select Refresh.

  6. Under Resolve issues, check to see if you have any issues that need to be addressed in order to export. Continue to fix any issues and Refresh the pane as needed until there are no more issues.

Export your BPMN diagram to Microsoft Flow

  1. After all issues have been resolved and you're ready to export, select Export under the Process tab.

    In the Microsoft Flow section under the Process tab, select Export.

  2. In the dialog box, you can rename your flow as needed. You may also be required to sign in to different services depending on what triggers and actions are in your workflow.

  3. Select Create flow to export your diagram to Microsoft Flow. After the flow is created, select Done to close the dialog. To edit the workflow you've created, you can do so from the Microsoft Flow site.

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